The Customers Screen & Customer Profile
Search and filter your customer list, then open any shopper's full profile — contact details, KPIs, saved addresses, order history, notes, and the customer's payment ledger.
Go to Customers in the left navigation. Every person who has registered an account or placed an order on your store appears here automatically — there is nothing to set up. The list builds itself as shoppers arrive.
The Customers list
Key points
- The list is a single, searchable register of every registered shopper on your store.
- Search by name, email, or phone — results update as you type.
- Filter by status: all shoppers, active, inactive, or locked (accounts blocked because your plan's customer limit was reached).
- Sort any column — name, sign-up date, order count — to find your best or most recent customers.
- Export the list to CSV for offline analysis, CRM import, or marketing campaigns.
Click any row to open that shopper's full profile. It navigates straight to the detail page — the row itself isn't a quick-preview, it's the same action every time.
Export availability depends on your plan
Customer export is a plan-gated feature. On plans that don't include it, the export button shows an upgrade prompt instead of downloading a file — see Pricing & Plans to check what your current plan includes.
If your plan has a customer limit
A progress bar at the top of the screen shows how many of your plan's customer-account allowance you've used. At 80% capacity a warning banner appears with a one-click path to Customers → locked accounts, so you can see exactly which accounts are affected before you decide whether to upgrade.
New in the redesigned admin (v2): segments, a KPI strip, and bulk tools
If your store is on the newer admin sidebar, the Customers screen replaces the v1 status dropdown with a richer set of tools. Everything below is v2-only — the classic admin keeps the simpler list described above.
What v2 adds
- Segment tabs — All, VIP, At-risk, Inactive, and New — replace the status dropdown, each with a live count. VIP and At-risk are based on order history and recency; the tab lights up with an urgent indicator when there's at least one at-risk customer.
- City filter — a second search box next to the name/email/phone search, so you can narrow the list to shoppers in a specific city.
- A KPI strip across the top: Total customers, New this month, Repeat buyer rate, and At-risk rate — read-only, calculated from the current list. (This is a separate strip from the one on an individual customer's profile — see The KPI strip below.)
- A "Customer of the month" banner highlighting your single top-spending customer this month, with a one-click View profile button. It's a cosmetic highlight, not a program you configure.
- Bulk select — a checkbox column plus a select-all checkbox — brings up a bulk action bar for the selected rows: Export (downloads a CSV of just the selected customers), Send broadcast, and Delete.
- A row's kebab menu offers three actions instead of only opening the profile: View details (same as clicking the row), Quick peek (a side drawer with the customer's segment and a quick stat, without leaving the list), and Message on WhatsApp (opens
wa.mein a new tab with a pre-filled greeting, using the customer's saved phone number). - Empty states — a first-time "no customers yet" state with a Share store prompt, and a separate "no customers match your filters" state with a Clear filters button when a search or filter narrows the list to nothing.
Bulk Send broadcast still doesn't send
Selecting rows and choosing Export or Delete from the bulk action bar both work — Export downloads a CSV of just the customers you selected, and Delete (after a confirmation step) removes every selected account and tells you how many succeeded and how many failed. Send broadcast shows a "coming soon" message instead of sending anything — reach out to customers one at a time from their profile until it ships.
The Customer Profile
Click any name in the list and the full Customer Profile opens — a detailed view of everything that shopper has done on your store.
Screen: Customers → (any customer row) → Customer Profile
What's on the profile
- Header — name, contact details, account status, and a Send message button.
- KPI strip — six tiles calculated from real payment and order data (see The KPI strip below).
- Order history — every order this customer has ever placed. Click any order to open its full detail — items, quantities, payment status, shipping status — without leaving the customer's page.
- Addresses — every delivery address the customer has on file, with full add/edit/delete/set-default controls (see Addresses below).
- Notes — a private, admin-only note thread, with the option to pin one or more notes (see Notes below).
- Ledger and Payments — every invoice, payment, and credit note for this customer with a running balance, plus a downloadable statement PDF (see Ledger and Payments below).
The KPI strip
Both the classic and newer admin sidebar show the same six numbers, calculated from real payment and order data — the newer sidebar just orders and labels a couple of them slightly differently:
| What it measures | Classic (v1) label | Newer (v2) label |
|---|---|---|
| Total number of orders | Total Orders | Total orders |
| Lifetime amount spent, with a year-over-year change | Total Spent | Lifetime spend |
| Spend per order | Avg Order Value | Avg. order value |
| Date of the most recent order | Last Order | Last order |
| Unpaid balance across this customer's invoices | Outstanding | Outstanding |
| Count and amount of returned orders | Returns | Returns |
How the year-over-year change is calculated
Total Spent (Lifetime spend on the newer sidebar) shows a percentage sub-label — for example "+12% vs last year" — comparing the last 365 days of spend to the 365 days before that. It only appears once there's a full prior-year window to compare against; on a newer customer, the tile just shows the total with no percentage.
Spotting your best customers
A customer with a high order count and a high average order value is a VIP shopper worth prioritizing — early access to new products, a personal thank-you, or simply faster support when they do have a problem.
New in the redesigned admin (v2): a seven-tab profile
The classic admin's Customer Profile is a single stacked page — header, KPI strip, addresses, orders, ledger, notes, and (further down the page) an Activity timeline, one below the other. The redesigned (v2) admin restructures the same profile into seven tabs: Overview, Orders, Ledger, Addresses, Notes, Tickets, and Activity.
What each v2 tab shows
- Overview — a spend-over-time chart, a "her favourites" grid of the customer's most-repeated products, an order-story timeline (recent orders as cards), and an "about her" panel combining her saved address, your notes, and a link into her tickets. A "reach her" card gives one-click WhatsApp, SMS, and Email links pre-filled with her saved phone/email, plus Copy buttons for her phone number and email address.
- Orders — the same order history as v1, listed on its own tab.
- Ledger — every invoice, payment, and credit note for this customer, with a running balance (see Ledger and Payments below). The classic admin shows the same content as a page section rather than a separate tab.
- Addresses — the same saved-addresses list as v1, on its own tab, with full CRUD (see Addresses below).
- Notes — the private admin-only note thread (see Notes below).
- Tickets — the customer's own support tickets, shown inline with subject, status, priority, and date, plus a View all tickets link that opens the full ticket queue filtered to this customer. The classic admin has no equivalent — there's no ticket view on its customer profile at all.
- Activity — a timeline of this customer's recent account activity: order placements/cancellations, return requests, ticket opens/resolutions, logins, address updates, and coupon redemptions, each shown with a type icon, title, description, and a relative timestamp (hover to see the exact date/time). Past the first 10 events, Previous/Next controls page through the rest.
Activity on the classic admin
The classic (v1) admin shows the same Activity timeline as its own section beneath Orders and Addresses on the customer's profile page (not a separate tab) — same events, icons, relative timestamps, and pagination as the v2 Activity tab described above.
Why don't I see a customer's latest order in Activity?
The Activity panel/tab only shows this customer's own account events — order placements, cancellations, returns, tickets, logins, address changes, and coupon use. It refreshes each time you open the profile, so if an event happened moments ago, reopen the profile to pick it up. For a store-wide feed of every order/payment/shipment event (not scoped to one customer), see Activity Log; for who on your team changed what, see Audit Logs.
WhatsApp last-seen
The Overview tab's "reach her" card shows a WhatsApp last-seen line — this is a coming-soon placeholder and doesn't reflect a real WhatsApp status today.
A text box on the Overview tab isn't a working note field
The Overview tab's "about her" panel includes a small text input near its notes preview — it isn't wired to save anything. Use the dedicated Notes tab (or the classic admin's Notes section, described below) to actually add a note.
Ledger and Payments
Every invoice, payment, and credit note tied to this customer shows up here as a single running ledger, newest first.
Screen: classic admin — scroll to the Ledger and Payments section on the customer's profile. Newer admin — the Ledger tab.
| Column | What it shows |
|---|---|
| Date | When the entry happened |
| Document | The document number, with a small label underneath showing its type — Invoice, Credit note, or Payment |
| Order | A link to the order the entry belongs to |
| Debit | Populated for invoices — the amount billed |
| Credit | Populated for payments and credit notes — the amount received or refunded |
| Balance | The running balance after this entry, shown in bold |
| Status | A status chip, highlighted when overdue |
A financial-year filter lets you narrow the ledger to All years or a specific FY (BillionBiz's financial year runs April to March). A caption near the top of the ledger shows how many payment reminders have been sent in total for this customer, or "No reminders sent yet."
Downloading a statement
Select Statement PDF to download a formatted statement for the selected financial-year filter — it reads Downloading… while the file generates.
Sending a reminder
Each overdue invoice row has a Remind action (an icon-only button on the classic admin, a labeled button on the newer sidebar). It's only enabled on rows the ledger has marked overdue — on anything else, a tooltip explains: "Only overdue invoices can be reminded."
One reminder per order per day
The reminder is rate-limited to once per order per day on the server, but the button itself doesn't visibly gray out once you've used it today — if you don't see an error and get a "Reminder sent." confirmation, it worked; wait until the next day to send another for the same order.
Notes
A private, admin-only note thread for this customer — customers never see these. Add one from the text box at the top of the Notes section (classic admin) or Notes tab (newer sidebar): type your note, optionally tick Pin this note, and select Save note.
Not the same as an order note
This is a separate note system from the notes you can add directly to an individual order — see Adding a note to an order. Customer notes have no Internal/Customer-facing type — they're always private to your team. Order notes do have that distinction. Don't confuse the two.
Pinning a note
You can pin more than one note at a time — pinning a new one doesn't unpin the others. A pinned note is marked "· Pinned" in the list, toggled from the pin icon on each note.
Which pinned note shows on the order page?
If a customer has more than one note pinned, the order detail screen's customer card shows the most recently created one — not the most recently pinned. If you want a specific note to surface there, either keep just one note pinned, or make sure the one you want is also the newest.
Select the trash icon on any note to delete it — there's no confirmation step, and any admin on your team can delete any note, not just the one they wrote.
Addresses
Every delivery address the customer has on file, with full add, edit, delete, and set-default controls — on both the classic admin's Addresses section and the newer sidebar's Addresses tab.
There's no address type, despite the label
The classic admin's section is labelled "Shipping Addresses," but there's no shipping/billing distinction anywhere in the underlying data — it's simply every address this customer has saved. Both skins treat it as one flat list.
Required fields: address line 1, city, state, country, and postal code. Address line 2 and phone are optional. There's no format validation beyond requiring those fields aren't empty — for example, no postal-code pattern check.
The name on an address isn't editable here
An address's name field is set when it was first created (for example, at checkout) and isn't something you can change from this screen.
Setting a default address
Tick Set as default on the address form, or select Set as default directly on any non-default address card. Setting a new default automatically replaces the previous one — you never end up with two addresses marked default at once.
Deleting an address
Deleting shows a confirmation first: "Delete this address? This can't be undone." Deleting a saved address never affects any past order — every order keeps its own point-in-time copy of the shipping and billing address used at checkout, so removing a saved address here has no effect on order history.
Adding a customer manually
Both dashboard skins let you add a customer without them registering or ordering on your storefront themselves.
On the classic admin, click New Customer at the top of the Customers screen, next to Export. On the newer dashboard skin, click New customer at the top of the Customers screen. Both open the same dialog: fill in first name, last name, email, and (optionally) phone number. First name and email are required — the Create button stays disabled until both are filled in. If the email is already registered to another customer on your store, the form shows an error instead of creating a duplicate account.
Managing an individual customer
Every customer profile has a Send message button — on the classic admin it opens a WhatsApp composer using the customer's saved number; on the newer sidebar it's the same three-tab composer described below. The newer sidebar's profile also has a Create order button that takes you straight into Create Order with this customer already selected — the classic admin has no equivalent shortcut for that.
On the newer dashboard skin, the profile's kebab menu offers further actions:
| Action | What it does |
|---|---|
| Send broadcast | Opens the same composer as the header's Send message button |
| Add note | Opens the note-add drawer — the same action as using the Notes tab |
| Merge customers | Opens a drawer to search for another customer and merge their orders, addresses, and other records into this profile |
| Export | Downloads a CSV of this one customer's record |
| Block customer | Deactivates the customer's account and returns you to the Customers list |
WhatsApp sending is real; Email and SMS aren't yet
The Send message / Send broadcast composer has three tabs — WhatsApp, Email, and SMS. Only WhatsApp actually sends — Email and SMS show "Email and SMS sending are coming soon — WhatsApp is live" in place of a Send button. The classic admin's Send message button is WhatsApp-only to begin with, so there's no tab to be confused by there.
Data privacy
Anonymizing or erasing a customer's data
There's no button in the Customers screen for anonymizing or erasing a shopper's personal data. If a customer asks you to delete or anonymize their data — for example, under a privacy regulation like GDPR — raise a ticket with BillionBiz support and the request will be handled on your behalf.
Next steps
- Customizing Your Invoice — how the invoices behind this customer's ledger are generated and configured.
- Review Moderation — approve or reject the reviews your customers leave.
- Support Tickets & Admin Notifications — a repeat buyer's ticket is one click from their full profile.